Global Cross-Border Executive Assistant Program Coordinator

📋 Description

• • As a Global Cross-Border Executive Assistant and Program Coordinator at Visa Inc., you will be an indispensable strategic partner to the Global Cross-Border organization, operating at the nexus of executive support and critical business operations. This role is designed for a highly organized, proactive, and adaptable individual who thrives in a dynamic, fast-paced, and globally-oriented environment. You will go far beyond traditional administrative duties, actively contributing to the advancement of key priorities, the streamlining of complex operations, and the seamless progression of business initiatives.
• • In your capacity as a trusted Executive Assistant to the VP of Travel, Sales Enablement, and Commercialization, your primary focus will be to anticipate needs, manage a demanding and ever-changing calendar, and coordinate intricate cross-functional meetings that span multiple time zones. This involves meticulous planning and proactive problem-solving to ensure the VP's schedule is optimized for maximum impact and efficiency. You will be the gatekeeper and facilitator, ensuring that all engagements are well-prepared and executed flawlessly.
• • A significant aspect of your role will involve comprehensive expense management, vendor onboarding, and the meticulous oversight of purchasing workflows and compliance requirements, utilizing systems such as Concur and Ariba. This requires a keen eye for detail, a strong understanding of financial processes, and the ability to navigate corporate systems with proficiency. You will ensure that all financial transactions are accurate, timely, and adhere to Visa's stringent policies.
• • You will be responsible for managing complex domestic and international travel arrangements. This includes not only booking flights and accommodations but also preparing detailed itineraries, compiling necessary briefing materials, and developing robust contingency plans to address any unforeseen disruptions. Your expertise in travel logistics will ensure that executives and team members can navigate their journeys smoothly and efficiently, minimizing stress and maximizing productivity.
• • Building and nurturing strong relationships will be paramount. You will cultivate effective working relationships with internal teams across various departments, external partners, and a global network of administrative professionals. This collaborative approach will be essential for information sharing, problem resolution, and the overall success of cross-functional projects.
• • In parallel with your executive support responsibilities, you will provide crucial Business Operations support for the Global Cross-Border team. Working hand-in-hand with the Chief of Staff and Business Operations lead, you will be instrumental in tracking deliverables, organizing and supporting strategic initiatives, and ensuring operational alignment across the organization. This dual focus allows you to leverage your operational skills to directly impact the strategic direction and execution of the business.
• • Your support for Chief of Staff and Business Operations activities will involve diligently tracking key deliverables, ensuring deadlines are met, and proactively identifying potential roadblocks. You will play a key role in organizing and facilitating strategic initiatives, ensuring that all stakeholders are informed and aligned. This includes preparing agendas, documenting key decisions, and following up on action items to ensure progress.
• • You will take the lead in managing the logistics for a variety of critical events and gatherings. This includes global travel coordination for team members, planning and executing impactful team offsites, organizing essential leadership meetings, and supporting the execution of high-profile events. Your ability to manage complex logistics for these events will be vital for fostering team cohesion, driving strategic alignment, and ensuring successful outcomes.
• • A proactive approach to identifying process gaps and driving operational efficiency is highly valued. You will be encouraged to analyze existing workflows, pinpoint areas for improvement, and implement solutions that enhance team rituals and overall operational effectiveness. This includes developing and refining standardized operating procedures to ensure consistency and scalability.
• • You will be responsible for preparing high-quality briefings, presentations, and executive-ready materials. This requires exceptional communication skills, a strong command of presentation software, and the ability to synthesize complex information into clear, concise, and impactful content. Your contributions will directly support executive decision-making and strategic communications.
• • This is a hybrid position, offering a blend of in-office and remote work. The specific expectation for days in the office will be confirmed by your Hiring Manager. The role is based in San Francisco, CA, and requires your physical presence in that location. Please note that Visa Inc. does not provide sponsorship for this role, including but not limited to F1, OPT, and H1B visa types.